One of the biggest decisions yard owners face is whether to include hay and bedding in the livery fee or to charge separately. Each approach has its own advantages and drawbacks – there’s no right or wrong way but precise knowledge of what is being used allows you to adjust charges to reflect actual costs.
Adi Devonish and Debs King explain the pitfalls, and how an app like LiveryLive can support yard owners in controlling their costs.
A few questions to consider before we dive into this . . .
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By what % have your hay & bedding costs increased in the last year?
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Has this increase been passed on in Livery bills or are you still absorbing it?
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Do you provide all hay and bedding included in a monthly bill?
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Is your hay & bedding not included in the basic fee and charged by usage ?
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Have you looked closely at the system you use and the alternatives?
One of the biggest decisions yard owners face is whether to include hay and bedding in the livery fee or to charge separately. Each approach has its own advantages and drawbacks – there’s no right or wrong way but precise knowledge of what is being used allows you to adjust charges to reflect actual costs.
Including in Rent
This simplifies billing and budgeting for clients. It allows for ad lib feeding without extra admin and can reduce disputes over usage. However, it makes it harder to control overuse and waste and may not reflect actual consumption per horse. If some horses use significantly more than others, margins can become uneven.
Charging Per Bale
Charging based on actual usage is often seen as fairer. It encourages more mindful consumption and makes it easier to track margins and adjust pricing. However, it relies on accurate tracking and can feel transactional to clients. It also adds complexity to monthly billing if done manually.
The choice depends on your yard’s setup, client expectations, and how efficiently you can track usage. Some yards opt for a hybrid model – including a base allowance in rent and charging for extras. As the industry experiences increases, with hay in some regions predicted to rise by up to 20%, yard owners are focussing on minimising waste and accounting accurately for exactly what is going where.
There are digital tools that can help track usage, whether that’s your grooms making haynets for the whole yard or part livery clients making their own beds – knowing how much goes into each stable can focus attention on avoiding waste, managing stock levels and accurate billing.
It might have seemed admin heavy to track this per stable in the days of whiteboards and yard diaries but it is so much simpler with technology. An accurate measure of what’s being used is an essential part of managing your costs.
Final Thought
Hay and bedding aren’t just supplies – they’re a significant element of the overall billing calculation and getting the charge right is crucial. Whether you’re trying to reduce waste, improve fairness, or simply get a better handle on costs, having a system in place is essential. Digitising these processes isn’t about replacing your judgement – it’s about giving you the tools to make it sharper.
About LiveryLive
LiveryLive helps equestrian businesses and horse owners manage stables, bookings, and communications all in one easy-to-use platform. From tracking livery schedules to streamlining payments, we make yard management simpler and more efficient. To learn more or start your free trial, visit www.liverylive.com.